Constitution of the

West Riding Youth ARL  League Adopted at the 2008 AGM

 

Contents

Section 1   Title

Section 2   Area of Benefit

Section 3   Aims and Objectives

Section 4   Management

Section 5   Membership

Section 6   Meetings

6.1    Delegates

6.1    Annual General Meeting

6.2    Special General Meeting

6.4    Extra-ordinary Annual General Meeting

6.5    management Committee Meetings

6.6    Voting

Section 7   Governance

Section 8   Correspondence

Section 9   Liabilities

Section 10 Discipline  

Section 11 Dissolution and Closure

Section 12 General Matters

 

 

 

The organisation shall be known as the West Riding Youth Amateur Rugby League and is hereafter referred to as the “League” in this document.

 

 

The geographical area from which member clubs are eligible shall be as that decided by the existing member club’s delegates and with guidance of the governing body. Consideration will be made into the location of the clubs and the logistics of travel.

 

 

The aims and objectives of the “League” shall be:-

 

3.1       To foster, develop and extend the game of rugby league throughout the ‘Area of Benefit’ and to maintain a close liaison with all organisations relative to the development of youth and junior rugby league.

3.2       To provide a mechanism of registration for its member clubs to allow their players to be registered with the governing body.

3.3       To organize fixtures to allow the development of playing standards through out the ‘Area of Benefit’

3.4       To provide a disciplinary body for rugby league at youth and junior level throughout the ‘Area     of Benefit’.

3.5        To operate the “League” in a manner to ensure that no member is discriminated against because of their sex, disability, race, colour, nationality, ethnic origin, religious beliefs, social class or economic circumstances.

3.6        To encourage and oversee safe playing environments within the sport of rugby league for both players and spectators at youth and junior level.

3.7       To operate the “league” on a completely legal and amateur basis with all monies raised being allocated solely for the operation and benefit of the member clubs.

 

In pursuance of this aim the “league” may organise events and seek financial support from its members and other bodies.

 

3.8       To encourage and monitor the member clubs to operate in a sporting manner demonstrating policies of fair play, equal opportunities and anti-racism.

 

Equity Policy Statement

 

3.9       This league is committed to ensuring that equity is incorporated across all aspects of its development. In doing so, it acknowledges and adopts the following Sport England of declaration sports equity:

 

Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.

 

3.10     This “league” respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.

3.11     This “league” is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.

3.12     All member clubs have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.

3.13     The management of the “league” will deal with any instance of discriminatory behaviour seriously, according to the published disciplinary procedures.

 

 

The “League” is governed on behalf of its member clubs by the officers and committee in accordance and within the rules of the governing body and is hereafter referred to as the “Committee”.

 

4.1       The “Management Committee” shall consist of the following officers:-

 

·         Chairperson

·         Vice chairperson

·         Secretary

·         Treasurer

·         Fixture secretary

·         Registration secretary

·         Referee appointments secretary

·         Discipline chairperson

·         Discipline secretary

·         Trophies and events officer

·         Development officer

 

And may also include managementcommittee members who does not have a specific position/title.

 

4.2       Different persons shall fill the positions where possible. An individual may however hold more than one position if sanctioned to do so by the committee or its member clubs.

4.3       Additional members may be co-opted onto the management committee at any time if the management committee supports this.

4.4       The management committee may split into sub-committees to carry out tasks on its behalf.

The terms of reference, duration, composition and decision making powers of sub- committees will be determined by the management committee.

4.5       The decisions of the management committee shall be based on a majority vote by those members present at the meeting. The chairperson or acting chairperson shall have the casting vote where votes for and against a motion are tied.

4.6       The management committee shall aim to meet on a monthly basis with a minimum of 10 meetings annually. Notice of the meetings shall be notified to its members at least 7 days prior to the meeting-taking place.

4.7              Minutes of the meeting are to be taken, but not put into the public domain.

4.8              Record of attendance of management members shall be taken and made available to delegate clubs at their request.

4.9              All members of the “management committee”, and anyone co-opted or delegated by the management Committee, must complete and undergo a Criminal Record Bureau check in order to ascertain their suitability for the position.

4.10          The “management committee” will set up a structure for the registration and transferring of all players at all stages of the playing season.

4.11     The “management committee” will split all registered teams into the appropriate divisions for the required age groups before the commencement of the playing season.

4.12     All officers duly elected on the “management committee” are to serve a period of two years at the prospective position elected for. If a nomination is received during this time at an AGM to contest the nominated position then this will receive attention at the AGM in the normal manner. Co-opted members may at the discretion and approval of the elected officers have their term extended.

4.13     The “management committee” will have powers to deal with matters that are not covered by the rules of the “League” or the rules of the governing body.

 

 

5.1       Membership shall be of the following classes:

 

5.1.1    (Full Membership) Full Membership and voting rights shall be as described in this

Constitution.

 

5.1.2        (Associate Membership). Clubs must be accepted for associate membership by the club delegates approving their admission. Having being an “Associate Member” for a period of one year application may be made for “Full Membership” or they may reapply for a further one year as “Associate Members”.

 

Associate Members have the right to attend Delegate and General meetings, but do not have a right to vote (although their views will be sought).

 

5.2       Full Members must be complete Clubs within the governing body, not Limited Companies or companies limited by guarantee, and they must not have any part of their Club, or be associated with any Club, playing outside of the governing body.

5.3       All Clubs shall submit their Constitution and any subsequent amendments, and/or alterations, to the League.

5.4       Each Member Club is responsible for electing its own management and its appointed officials which must include a Chairperson, Secretary, Treasurer, Delegate Meeting Representative, Fixture Secretary, Child/welfare Protection Officer. These will be requested on the annual registration form.

5.5       All clubs who accept the constitution of this “league and the governing body, and who are also a member of district league, will be eligible to apply for membership.

 

a)  The “management committee”, shall at its discretion, reserve the right to refuse membership to any club for whatever reason.

b) Membership shall be granted for one season only and all clubs re-applying for membership at each Annual General Meeting must as a pre-requisite of such application produce for sight and inspection by the League’s “management committee” at the earliest possible opportunity following the league AGM, but not later than the August meeting a copy of their application form.

 

The League’s “management committee” reserves the right to administer either administration fines, suspension or in an extreme case, refuse to accept the membership of a club which fails to produce the completed document.

 

c) The annual subscription for membership including administration and cup entry fees will be decided each year by the “committee”. These fees must be paid by a date declared at the Annual General Meeting.

 

5.6       Any club wishing to join the membership of the “League” for a particular playing season must be approved by the remainder of the membership of the League at the first general meeting of that playing season. A majority vote in their favour will be enough to allow the applicant into membership of the League.

5.7       Applications from clubs, whose geographical location is beyond the boundary of the League, cannot be accepted into membership of the League without written permission to enter this League from their own District and Regional Leagues.

 

Section 6   Meetings

 

6.1    League Delegate Meeting

 

This meeting provides an opportunity for the communication of matters affecting the operation and management of the league. It allows the officers of the league to report on important issues that may affect the running of the “league”. All member clubs are encouraged to attend these meetings

 

6.1.1    A club delegate meeting will be held on the 1st Wednesday of every month during the playing season at a venue to be decided by the “league committee”.

The secretary should inform all clubs and “committee members” of the venue of the next Delegate meeting by at least 7 days before that meeting.

6.1.2    Each member club must send a representative to the Delegate meetings. The representative must note their attendance on the signing in list provided or respond to an attendance call made at the beginning of the meeting. Failure to sign the attendance sheet, or acknowledge their attendance, will be deemed as non-attendance.

6.1.3    No person can attend a Delegate meeting as a member of the “league committee” and as a club representative. League committee members who are also club officials must ask another person to represent their club.

6.1.4    If a member of the “league committee” cannot attend the delegate meeting then they should send their apologies to the “league secretary” before the start of the meeting. This must be direct to the “league secretary” with as much notice as possible to allow a written report to be produced as necessary.

6.1.5    In the case of where a member of the “league committee” does not attend the delegates meeting on a regular basis, they should consider their ability to continue as a member of such “league committee” in their role.

 

In the case of district registration secretaries, who are members of management, it is not a necessary requirement to attend delegates meetings as part of their normal duties, as the principle registration secretary” will normally be in attendance.

 

6.1.6    As the monthly “delegate meeting” is the main communications forum for the league, attendance by member clubs has to be encouraged.

6.1.7    In the case of non attendance of the “delegate meeting”, clubs will be fined £10.00 for the 1st offence, this fine will be levied directly by the discipline secretary to the club.

6.1.8    If a club is missing on two consecutive “delegate meetings” without submitting an appropriate reason in writing which is acceptable to the league management, through the secretary, then the fine will be £30.00, a further £10.00 for the 1st offence and £20.00 for the 2nd.

6.1.9    If a club is missing from 3 consecutive “delegate meetings” without submitting an appropriate reason in writing to the league management, through the secretary before the commencement of each “delegate meeting” the club must appear in front of the Discipline Committee, as fixtures could be cancelled and the fine for non attendance is £50.00.

6.1.10 The Delegate meeting may discuss any matter that could affect all or part of the membership of the League. These matters will be recorded in the minutes of the Delegate meeting at the appropriate point.

6.1.11 The Secretary will send all clubs and “committee” members a copy of the minutes of each Delegate meeting whether they attended that meeting or not by at least seven days before the next Delegate meeting to a email address, as offered to the league secretary.

6.1.12 A club can request where the league secretary sends the minutes of a Delegate meeting by         handing the league secretary a stamped addressed envelope before the end of the       Delegate meeting. The Secretary will send the minutes at least seven days before the next           Delegate meeting.

6.1.13 Any matters arising from the minutes of the last Delegate meeting must be forwarded in   writing to the Secretary by at least 24 hours before the next Delegate meeting.

 

6.2    Annual General Meeting

 

The Annual General Meeting (AGM) will be held annually at the end of the playing season at a venue to be decided by the “Committee”. The Secretary should inform all member clubs and members of the “Committee” of the venue of the AGM by at least 4 weeks before the AGM.

 

The purpose of the Annual General Meeting is:

 

• to receive the various management officer’s annual reports on the previous year.
• to receive and approve leagues audited accounts.
• to elect as required the management committee.
• to deal with proposed amendments to the constitution and rules.
• to ratify proposals made by the management committee.
• to transact any other business specified in the notice convening the meeting.

 

6.2.1    The Secretary should send all member clubs and members of the “Committee” a copy of the meeting minutes of the previous years AGM during the last month of the current playing season.

6.2.2    The meeting minutes of the last AGM cannot be amended at the present AGM; they can only be accepted or rejected.

6.2.3    The officers and members of the “Committee” will be elected at the AGM. A nomination form will be provided at the last meeting before the AGM by the Secretary. The form must be returned to the Secretary by 14 days before the AGM with a proposer and two seconders.

 

Ideally, the proposer and seconders should be from different clubs and where possible different districts or Committee members, or a combination of the two.

 

6.2.4    All members duly elected on the Management Committee are to serve a period of two years at the prospective position elected for. If a nomination is received during this time at an AGM to contest the nominated position then this will receive attention at the AGM in the normal manner.

6.2.5    The League and Cup fee’s for the forthcoming season will be set according to the financial situation of the League at the AGM and ratified.

6.2.6    Amendments or additions to the rules must be given in written form being proposed and seconded by clubs having been in membership of the “League” for more than one season and delivered to the League's secretary for receipt Secretary by 14 days before the AGM

 

The management committee may also place proposals before the Annual General Meeting.

 

A two thirds majority of the clubs present and holding voting rights – one vote per club – is required to carry proposals and /or amendments to thirds constitution.

 

6.3    Special General Meeting

 

6.3.1    A Special General Meeting may be convened in two ways:

 

                        a) At the request of the management “committee”.

b) On receipt by the secretary of a requisition signed by no less than 30% of member clubs

 

6.3.2    The reasons for calling the meeting must be clearly stated in the requisition.

6.3.3    Such a meeting must be held as soon as possible but at longest within one calendar month of the receipt of the requisition.

The date, time, venue and reason for the meeting shall be circulated to all member clubs within 14 days of receipt of the requisition. This may be carried out by individual postings by the league secretary or public notice.

6.3.4    Voting rights shall be as for the Annual General Meeting.

 

6.4    Extra-Ordinary General Meeting

 

6.4.1    An Extra-Ordinary General Meeting may be convened at the request of the management “committee”.

6.4.2    The reasons for calling the meeting must be clearly stated in the notification of the meeting

6.4.3    Voting rights shall be as for the Annual General Meeting

 

6.5    Management Committee Meetings

 

6.5.1    Committee will meet at such times when business demands a formal meeting. The League Secretary will inform all members of the Committee of the date, time and venue of such meetings by at least 7 days before the meeting.

 

6.6    Voting Rights

 

6.6.1    At any AGM, EGM or SGM meeting organised by the league secretary, all “Full Member Clubs” and the members of the “Committee” have a vote. The “committee” members have one vote per person and member Clubs have one vote per Club. The Chairperson has a casting vote only to be used in the event of the number of votes being cast equally.

 

6.6.2    At a Delegate Meeting, the Club representatives have one vote per Club. Members of the “Committee” have no voting power apart from the Chairperson who has a casting vote only to be used in the event of votes being cast equally.

6.6.3    At a management committee meeting, every member has one vote per person. The Chairperson has a casting vote only to be used in the event of votes being cast equally.

 

 

7.1       The League shall be governed by a “management committee” as elected by the member clubs of the league.

7.2       The League shall consist of such Clubs as are willing to abide by the Constitution of the League and as approved by the “Delegates”.

7.3       The “Constitution” set out for the “management committee” of the League must in the first instance be approved by the member clubs.

7.4              The “management committee” shall provide guidance, procedures and playing rules to the member clubs of the league, to allow the clubs to fulfill the criteria of the guidelines of the sports governing body. Some of these rules maybe particular to the playing league after taking advice from outside bodies and through discussion with it’s member clubs.

7.5       At all meetings of the delegates, each full member club shall be entitled to cast one vote for each proposition raised at the meeting.

7.5.1    Any proposition, must be proposed by a “full member” Club or member of the “management committee” and seconded by one other “full member” club or member of management.

 

 

All correspondence communications and business shall be directed to the League Secretary, who as the administering agent is responsible to the “management committee” for all matters concerning the running of the League.

 

 

9.1       All clubs wishing to enter into or withdraw from membership of the “League” must complete all financial liabilities to the Treasurer. These financial liabilities maybe application fees, fines and any other debts levied on the club.

 

The club must return all League Championship trophies and or other returnable trophies to the Secretary, if they wish to withdraw from the league.

 

9.2       No sundries from the previous playing season can be outstanding before the first day of the next playing season. All outstanding debts must be paid to the Treasurer.

9.3       The League and cup fees must be paid to the league by the end of the first week in September of that season.

9.4       Teams who withdraw from the League at any point during the current playing season must put this notice of withdrawal in writing to the Secretary. The Fixture Secretary will then inform the remainder of the membership of any changes to the affected divisions at the next meeting following their withdrawal.

 

 

The “management committee” will either in part or whole act as a disciplinary committee to adjudicate upon all clubs players’ officials or other persons reported to them by referees or touch judges for any reason whatsoever arising from games arranged by the League.

 

The disciplinary procedures documented in the league management operating procedure document shall be followed.

 

All cases of alleged racially motivated discrimination received by the League must alongside issues classified as or otherwise involving Child Protection no matter how initiated and by whom, shall be referred for adjudication directly to the British Amateur Rugby League Association or other relevant governing body.

 

All cases of alleged racially motivated discrimination involving spectators in attendance at either junior or youth matches and received by the League will be referred for adjudication directly to the British Amateur Rugby League Association or other relevant governing body.

 

 

11.1.1 If the “management committee” decides that there are grounds for it to make a recommendation to the then current membership for the dissolving of the League, the “management committee” must call a Special General Meeting with such a resolution being the only item on the agenda.

 

The resolution can only be passed if it gains the support of two thirds, or 66.6%, of those present and eligible to vote at the meeting.

 

The dissolution of the League, should such a resolution be passed, will not be implemented until 28 days after the passing of the resolution.

 

11.1.2 In the event of dissolution, and after the satisfaction of all debts and liabilities, any remaining funds and/or assets shall be distributed to the governing body for use in related community sport

 

 

 

 

12.1     All items of expenditure must have the approval of the “management committee”. Receipts must be provided for all expenses where possible.

12.2     The “management committee” shall endeavour to provide fund raising opportunities to allow all member clubs to be provided with suitable equipment for training and playing amateur rugby league.

12.3     No member of the “management committee” has the authority to bind the league into any contract or agreement without ratification from the “management committee”.

12.4     The “management committee” will determine the league’s banking arrangements and may seek legal representation whenever it is deemed necessary to do so.

12.5     All cheques issued must be signed by two members of the “management committee”, and authorised to do so, at the league’s bank and by its “management committee”.